1. Chapter 3 Listening and Nonverbal Communication Mary Ellen Guffey, Business Communication: Process and Product, 4e Copyright © 2003

2. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 3, Slide 2 The Listening Process Evaluation Action Interpretation Perception

3. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 3, Slide 3 Listening Process Barriers Mental Barriers Inattention Prejudgment Frame of reference Closed-mindedness Pseudolistening

4. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 3, Slide 4 Physical and Other Barriers Hearing impairment Noisy surroundings Speaker’s appearance Speaker’s mannerisms Lag time Listening Process Barriers

5. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 3, Slide 5 Listening in the Workplace Listening to superiors Listening to employees Listening to customers

6. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 3, Slide 6 Improving Listening in the Workplace Stop talking. Control external and internal distractions. Become actively involved. Separate facts from opinions. Identify important facts. Ask clarifying questions. Paraphrase to increase understanding. Capitalize on lag time. Take notes to ensure retention. Be aware of gender differences. Listening in the Workplace

7. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 3, Slide 7 Skillful Listening to Customers Defer judgment. Pay attention to content (not to appearance, form, or surface issues). Listen completely. Listen primarily for the main idea; avoid responding to sidetracking issues. Do only one thing at a time; listening is a full-time job. Control your emotions. Be silent for a moment after the customer finishes. Make affirming statements and invite additional comments. Listening in the Workplace

8. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 3, Slide 8 Ten Misconceptions About Listening 1. Listening is a matter of intelligence. Fact: Careful listening is a learned behavior. 2. Speaking is a more important part of the communication process than listening. Fact: Speaking and listening are equally important. 3. Listening is easy and requires little energy. Fact: Active listeners undergo the same physiological changes as a person jogging.

9. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 3, Slide 9 Ten Misconceptions About Listening 4. Listening is an automatic reflex. Fact: Listening is a conscious, selective process; hearing is an involuntary act. 5. Speakers are able to command listening. Fact: Speakers cannot make a person really listen. 6. Hearing ability determines listening ability. Fact: Listening happens mentally – between the ears.

10. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 3, Slide 10 Ten Misconceptions About Listening 7. Speakers are totally responsible for communication success. Fact: Communication is a two-way street. 8. Listening is only a matter of understanding a speaker’s words. Fact: Nonverbal signals also help listeners gain understanding.

11. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 3, Slide 11 Ten Misconceptions About Listening 9. Daily practice eliminates the need for listening training. Fact: Without effective listening training, most practice merely reinforces negative behaviors. 10. Competence in listening develops naturally. Fact: Untrained people listen at only 25 percent efficiency.

12. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 3, Slide 12 Most Irritating Listening Habits 1. Rushing the speaker and making him feel he is wasting the listener’s time. 2.Interrupting the speaker. 3.Not looking at the speaker. 4.Getting ahead of the speaker (finishing her thoughts). 5.Not responding to the speaker’s requests.

13. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 3, Slide 13 Most Irritating Listening Habits 6.Showing interest in something other than what the speaker is saying. 7.Saying “Yes, but...,” as if the listener’s mind is made up. 8.Topping the speaker’s story with “That reminds me...” or “That’s nothing; let me tell you about....”

14. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 3, Slide 14 Most Irritating Listening Habits 9.Forgetting what was talked about previously. 10.Asking too many questions about details. Based on International Listening Association, January 2001.www.listen.org/pages/ irritating listening habits.html

15. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 3, Slide 15 Nonverbal Communication Nonverbal communication includes all unwritten and unspoken messages, both intentional and unintentional.

16. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 3, Slide 16 Functions of Nonverbal Communication To complement and illustrate To reinforce and accentuate To replace and substitute To control and regulate To contradict

17. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 3, Slide 17 Forms of Nonverbal Communication Eye contact Facial expression Posture and gestures Appearance of people

18. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 3, Slide 18 Forms of Nonverbal Communication Time Space Territory Appearance of documents How can these nonverbal forms be used to send positive messages?

19. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 3, Slide 19 End